The administration of Magnitogorsk ensured mobile functioning of the management of the city in EDMS

2020: The organization of work from mobile devices

City administration of Magnitogorsk uses electronic document management system (EDMS) based on the Russian the platform Docsvision since 2018 for ensuring mobility during the work with documents in electronic form. DocsVision Reported about it on October 1, 2020. Failure from paper copies allowed to reduce significantly time expenditure to several seconds and also to accelerate decision making at a daily flow about 500 documents.

The city administration of Magnitogorsk renders the public and municipal services to business and citizens, participates in implementation of national projects, creates the comfortable urban environment and exercises municipal control. Totaling about 1000 permanent members of staff for October, 2020, the Administration includes more than 250 jurisdictional municipal enterprises, organizations and economic entities which are territorially in different buildings.

The main implementation project of an electronic document management system was implemented in 2018: at the beginning of a year a system based on the Docsvision 5.4 platform was installed. Internal legally significant electronic document management using the strengthened qualified electronic signature (ES), including approval of drafts of regulatory legal acts and outgoing letters signed by the head and deputy mayors is configured. For all documents printing with display of stamps of the EDS is configured. To a system, including, 16 jurisdictional municipal enterprises and economic entities were connected.

The leadership team of Administration needed to provide mobility during the work in a system therefore the additional project was implemented. Functioning not only from stationary jobs, but also from mobile devices is ensured. The user-friendly adapted interface with a possibility of application of the qualified EDS is configured. The mobility of work of all leadership team of city administration in EDMS is provided: time of an adoption of resolutions of signing and approval of documents was reduced to several seconds. The quantity of overdue tasks was reduced.

Two subsystems for process automation were in addition implemented. The subsystem Road maps controls execution of actions plans and initiatives signed by the Mayor, prepares the reporting under execution. The subsystem of Citizens appeal helps to keep calls accounting of citizens in Administration and simplifies process of preparation of answers to them. At the beginning of 2019 a system was finished regarding reporting according to addresses, import of data on the ССТУ.РФ portal.

As a result of implementation of EDMS in City administration of Magnitogorsk time of approval of documents was reduced, control of execution of instructions in electronic form amplified, document flow became transparent. Interaction with the subordinated organizations and economic entities accelerated, costs for paper and service of office equipment decreased.

The project was implemented by the certified Gold-partner of Docsvision in Yekaterinburg – Paradok company within the municipal contract signed according to the results of running an electronic auction according to the Federal law "About a Contract System in the field of Purchases of Goods, Works, Services for Ensuring the State and Municipal Needs" of 4/5/2013 No. 44-FZ.

2018

The general document flow and citizens' appeals is automated.